How to Write an Awesome Welcome Email to Your New Employee

by Katie Sawyer, 9 minutes read
HOME blog how to write an awesome welcome email to your new employee

New Employee Welcome Email

Writing and sending out a welcome email is an important step in having an effective orientation process. A welcome email is a document an employer sends to a new employee to welcome them to the workplace and help them prepare for their first day.

It’s a great thing that makes employee already feel like they are a part of the team and like they are accepted and appreciated. It also gives them useful details such as where to go, what will happen, what to wear etc.

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This email is a good opportunity for you to let them know what your organizational culture is like, what is expected of them, what your mission is etc.

New employee welcome email creates a sense of excitement and motivates employees to do their best. If you are not sure how to create the best welcome aboard email, here are some tips as well as some welcome email examples.

What should you include?

Your welcome email should confirm a few details, such as the start date, time, and office location. It should also direct the new employee to where they should go when they arrive, ie front desk, or a certain person they should report to. Make sure the new hire knows if they should bring anything with them, such as banking or social security information. It’s also a good idea to send a few attachments along that will help get the employee up to speed on matters such as the company’s mission, policies, health benefits, and any important upcoming developments.

Give the employee a good picture of what their first day, or even their first week, on the job will look like. Will they be meeting with human resources and filling out paperwork? What will the orientation process look like? Will they get some one-on-one training with their supervisor or manager? Maybe they will get to start doing some actual work on the first day. You can really help relax their mind by giving them a rough idea of what to expect when they arrive on day one.

“Keep your tone a welcoming one. Make sure the employee knows you are pleased to have them joining the company. They’ve made a big life decision in leaving their previous position for one at your company, so help them feel secure in that decision,” advises James Heron, HR manager at Assignment Writing Service.

You want the employee to feel excited and optimistic about starting at the company. Consider sending out an email to your current team, giving them some background information on the new employee. That way they are not only expecting them but can help welcome the new hire and help them feel at home. The more relaxed and secure a new hire feels the more successful and productive their first day and week will be.

Use online tools to help write the perfect welcome email

Writing doesn’t come naturally to everyone, so do not be afraid to get some help from the professionals. Here are some useful resources to get you started:

1. ViaWriting / WritingPopulist: Check out these writing guides for suggestions and strategies for improving your welcome email. Even good writers can use some extra guidance sometimes.

2. PaperFellows / OXEssays: These are online proofreading tools, suggested in OXEssays review, you can access to make sure your welcome email is polished and free of errors.

3. Simplegrad / Studydemic: These are helpful grammar resources you can use to check over your email copy for grammatical errors. Don’t take any chances, get some help from the experts.

4. Academized / Big Assignments: These are editing tools, recommended by AustralianReviewer, you can use to go over your email for typos and mistakes.

5. My Writing Way / Academadvisor: Check out these writing communities for ideas and advice on how to improve your welcome email. You will find people here who have been in the same position as you who can help.

Additional Tips For Writing The Best New Employee Welcome Email

If you are not sure how to write a good welcome aboard email, here are some simple and actionable tips for writing your amazing welcome aboard email:

1. Consider formatting

Your new employee is probably excited to start working with you but they can also be anxious. This means that when your email arrives, they will be even more anxious and a huge block of text will only confuse them and scare them.

Include a lot of subheadings, bullet points and bold each important part. This will make your email more readable and your employee won’t feel overwhelmed by reading your email. You can even add some special effects, images or videos – even infographics that can bring your point closer to your employees.

2. Show your excitement

Be welcoming to your new employees and show them that you are excited about them coming aboard just as they are. Be friendly instead of intimidating and let them see what kind of community they are coming into. Relax them with your words.

“It’s always best to start your email with a friendly ‘Welcome’ or ‘Congratulations’ – your new employee will feel good about the email and he will be motivated to join you. You can also use other ways of greeting – do what works for you, but be polite and kind, they are probably excited but also a bit afraid,” says Melanie Hopkins, an HR Manager from Elite Assignment Help.

3. Be personal

Use their first name throughout the email – they will feel like they are talking to a real person instead of just the company. This will also make them connect to you and make them trust you – they will come to you when they have any issues and they will be more relaxed once they arrive.

Instead of using a lot of ‘I’ and ‘We’, use ‘You’ instead. You’ll convey your message better and they will feel like you are more focused on what they need instead of focusing on what you need.

4. Ask them if they have any concerns

A good way to start your cooperation off in good spirit is to let them know that they can contact you if they have any problems, issues or if they don’t understand something. Give them enough contact information to choose from or assign them with someone who can give them additional information if they need it. You can even go further and give them your personal information like your phone number or your business phone number so that they can text you or call you if they need you. If you want to avoid calls and texts when you are relaxing, let them know at which time it’s best to contact you.

5. Let your company’s spirit shine

Your welcome aboard email is a good place to let your company’s spirit shine through. You probably have an interesting and unique culture, employee etiquette, etc. For instance, if you are a really casual company, use that in your email – you can even show them pictures of how your employees relax or take a break, some facilities that you have, etc. If you are a traditional, more formal company, you can show them that you care about your standards, dress codes, formal parties, and so on. If your employees mostly like to have fun with each other, you can use that too – whatever it takes to provide ample information what makes you tick and what you expect your new employee to adapt to.

Welcome email examples

As part of your onboarding process, it’s important that all of your new employees get a warm welcome. To help you create an effective welcome email, we’ve provided a list of welcome email examples for you to use.

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These emails can work for both big and small business. Make sure to customize each email to best fit your company’s brand and tone:

General new employee welcome email

Welcome to [company name]!

We are very happy to have you join our organization. I hope you are ready to fall in love with your new job and meet your new colleagues. Your first day will be [insert start date]. We’ll expect you at [insert appropriate time] at [insert appropriate address].

We’ve planned out your first day to help you get acclimated a bit easier. First, we’ll start with a short stop for morning coffee in the office kitchen. Then we’ll move on to human resources to sign an employment contract, benefit plan forms, and other important paperwork. After that, we’ll get you settled into your new office and set up your phone and computer.

Once that’s done there will be a brief onboarding process that will introduce you to our policies, culture, and mission. Then you will have a chance to meet your supervisor who will inform you all about your new role at our company.

Our company dress code is [insert appropriate style].

If you have any questions, we will be happy to answer. Please don’t hesitate to contact us by email [insert your email address] or phone [insert your phone number].

Again, congratulations. We are thrilled to you have you join the team and look forward to meeting you!


[insert your company’s name]

Relocated welcome letter to new employee

Dear [employee name],

Welcome to [company name]!

We are so excited to have you on board. Other employees are looking forward to helping you find your way in our company and learn more about what we do here.

Your skills will be put to good use as we move on to the next quarter and we can’t wait to see your work and show off some of your amazing skills. We believe that you will be a great asset to our company.

Let me know if our team can be of any assistance. Please know that many of us moved here in the past few years and we know how hard it can be to grow accustomed to a new environment. We are here to help you out and give you recommendations on neighborhoods, schools, restaurants, gyms, and everything else you might want to know.

We are like a big family in our company and we look forward to meeting you and your family once you settle in.

Looking forward to working with you,
[Your Name]
[Company Name]

New Employee Announcement

Dear Employees,

I’d like to introduce [Employee name] who will start working for our company’s [insert department] on [insert date].

His main tasks will be to work with the team that works on [insert tasks] that will improve our business by [insert how this will be beneficial for the company].

We have hired [employee name] to carry out our new vision on how the product should look, work and what kind of marketing aspects it will involve – he will also help us with determining what segment will be most interested in this product. This will give us an opportunity to see what our customers and potential customers might want before we make our products.

[Employee name] has worked in this area with two different companies before working with us so he brings his ample experience to the table. He is happy to work with us, has a positive personality and he is excited to test our new approach that will include him as a new employee in the product development and market research.

[Employee name]has graduated from [university name ] in [degree].

Show our company culture by welcoming our newest team member. He’ll work with and under the mentorship of [name of employee and mentor] in the department of [name of department] where his offices will be as well. Here is his picture so you can recognize him and greet him.

Name of Department Manager / Boss


Your new employees will feel much better once they receive their welcome aboard email. It will relieve them of some of their anxiousness and it can be an extremely useful guide in the first few days of their employment. It’s a good tool to convey your mission and some rules that need to be respected, as well as show your company’s spirit and introduce them to their immediate coworkers.

Be personal and welcoming, give them enough information without leaving them overwhelmed. Remember when you just started out and what would have helped you.

Here at Deputy, our mission is to help improve the lives of employers and employees, using technology to transform operations and help businesses thrive. With Deputy, business owners and HR managers can easily send new hires relevant and important documents they need to get started.

Using a tool like Deputy can make the onboarding process easier and leave a lasting impression on new hires. Schedule a time with a rep below to learn more: